St Joseph S Hospice

ST JOSEPH’S HOSPICE

JOB DESCRIPTION – PAYROLL ASSISTANT – Maternity leave cover

GRADE: Band 3

REPORTS TO: Payroll Supervisor

ACCOUNTABLE TO: Director Human Resources

JOB PURPOSE:

To support the Payroll Supervisor in providing a comprehensive payroll service to St Joseph’s Hospice through Midlandhr, ensuring all staff are paid accurately and on time.

BACKGROUND STATEMENT:

St Joseph’s Hospice is a healthcare charity which was established in 1905 to offer patients with terminal prognosis a range of care and professional advisory service. It currently provides high quality specialist palliative and end of life care to a significant and growing number of people living in East London and beyond.

This post supports the inputting to payroll and checking of payroll which is outsourced to Midlandhr. The role includes the inputting and checking of overtime and enhancements as well as all absence records. We are moving away from a paper based system of inputting to payroll, as our timesheets are mainly now completed on line as is annual leave.

MAIN RESPONSIBILITIES

 Check all claims for additional hours or enhancements – i.e. that number of hours, pay rates claimed, pay coding, grades, signatures and authorisation have been completed (both electronically and any paper claim forms) and are correct  Return to managers any unauthorised or incomplete payroll claims forms, explaining the omissions and the need for accuracy and proper authorisation.  Record and process absences including sickness, annual leave Maternity/Paternity leave and inform the Payroll Supervisor regarding action to be taken if absence has not been recorded.  Inputting onto the payroll spreadsheet all staff changes for the month including new starters, promotions and leavers whilst ensuring that these records are reflected in Itrent.  Checking the payslips once the changes have been inputted by Midlandhr with the Payroll Supervisor  Process employee benefits expenses and allowances.  Answering staff queries, giving advice if appropriate on matters concerning the hours and the pay rates that staff have worked and claimed.  Check that all sickness is covered by either a self or GP certificate and inform managers when this does not happen.  Sort and distribute payslips/P60’s to all members of staff, attaching documents where required, including sending out P45 Leaver forms.  Prepare and distribute annual leave sheets and monthly returns for all members of staff.

1 of 7  Provide reports on absence as required, to assist managers with sickness absence management.  Record equal opportunity data.  Assist in preparing and entering data on Pensions Online/Spreadsheet  File associated Personnel and Payroll forms.  Ensure the secure and confidential treatment of all payments and personal data. Ensuring the correct authorisation is obtained before release of sensitive and confidential information where necessary.  Other duties  Undertake any other duties as may be determined from time to time within the general scope of the post.  Assist colleagues working in the department whilst ensuring payroll duties are a priority

PERSONAL DEVELOPMENT

Keep up to date with current Payroll issues, UK and EU employment legislation; attend training courses appropriate to the post, after discussion and agreement with the Payroll Manager.

COMMUNICATION

Establish and develop relationships with internal contacts, external agencies and organisations and communicate effectively with them.

EQUAL OPPORTUNITIES

Comply with and promote St Joseph’s Hospice Equal Opportunity Policy and avoid any behaviour which discriminates against colleagues, potential employees, patients/clients or their families on the grounds of sex, marital status, race, age, belief, colour, nationality, ethnic or national origins, religion, disability or sexual orientation.

MISSION & CORE VALUES

All staff are expected to work in line with St Joseph’s Hospice’s Mission & Core Values as these precepts act as a value base which directly influences how all work activities are undertaken. The ethos of the Hospice should be apparent in the behaviours and attitude of all employees as the work they undertake, whether it is direct or indirect, care is ultimately for the benefit of the patients. The Core Values are an integral part of all job descriptions as are the probationary period and performance and development reviews (details attached).

HEALTH & SAFETY

Ensure a safe working environment and be aware of responsibilities under the Health & Safety at Work Act, taking appropriate action in the event of an accident to patients, staff, self or any other person in the work area.

2 of 7 THIS JOB DESCRIPTION WILL BE REVIEWED IN THE LIGHT OF CHANGING CIRCUMSTANCES AND MAY INCLUDE OTHER DUTIES AND RESPONSIBILITIES, FOLLOWING DISCUSSION WITH THE JOB HOLDER AND THE PAYROLL MANAGER

Job Description Payroll Assistant July 2015

3 of 7 MISSION STATEMENT OF ST. JOSEPH’S HOSPICE

Our Mission is:

1) To treat each individual as unique

 Valuing them without distinction or judgement  Respecting their culture  Respecting their beliefs – be they religious or otherwise

2) To enable all to reach their full potential until death

 Valuing what they have to offer  Respecting the autonomy of the individual  Encouraging them to participate in their own care, together with their family and friends

3) To confront the patient’s pain and distress whether physical, mental, social or spiritual

 Through close co-operation between all of the disciplines involved in the care of the patient and family members

4) To encourage openness and honesty when communicating with the patient and family members

 By respecting the patient’s wish to question or remain silent  By respecting the patient’s confidentiality at all times

5) To create an atmosphere where healing can occur

 Through meeting the patient’s needs as a person  Through accepting the terminal dimensions of the illness  Through a holistic approach of care

6) To show particular concern for staff at all levels

 Through consultation and participation in decision making  Through staff support

7) To be committed to education, research and an ethical approach to care

 Through the work of the Study Centre and Ethics Committee  Ensuring that research projects are carried out when deemed appropriate

8) To be committed to the development of palliative care 4 of 7  Throughout the United Kingdom  And further afield

9) To participate actively in National Associations

 Of the various palliative care disciplines – medical, nursing, social work and chaplaincy

5 of 7 CORE VALUES OF THE RELIGIOUS SISTERS OF CHARITY

RESPECT FOR HUMAN DIGNITY

We respect human dignity when we:

 Respect the sacredness of life  Care for the whole person  Demonstrate unity of purpose, while recognising individual differences  Value each person’s contribution  Act in a culturally appropriate manner

SERVICE / QUALITY

We provide service when we:

 Create an environment of welcome and hospitality  Promote quality care and excellence  Encourage and demonstrate team spirit  Recognise the value of individual initiatives and ideas  Show an openness to constructive criticism and feedback

CARE OF THE POOR AND VULNERABLE / ADVOCACY

We care for the poor and vulnerable when we:

 Listen attentively to identify unmet needs  Respond in a practical way to those in need  Collaborate with others to share resources  Create access to needed services  Provide basic resources for daily living to those in need

COMPASSION

We show compassion when we:

 Act with understanding and sensitivity  Work cooperatively with others  Are available to those we serve and to each other  Respect and nurture the environment

JUSTICE

We promote justice when we:

 Act with integrity  Respect the rights of others  Take responsibility for our actions  Preserve resources  Provide quality without extravagance

6 of 7  Demonstrate fairness in decision making  Affirm, celebrate and develop the gifts and talents of each person  Model justice in all aspects of business practice

7 of 7